Privacy Policy

About Sport England

Sport England is a public body that works to encourage as many people as possible to become and remain physically active. Our head office is based at 21b Bloomsbury Street London, WC1B 3HF

Like all other organisations who collect and use personal data we are subject to the requirements set out in the General Data Protection Regulation (GDPR). We take our responsibility to look after personal data very seriously and we ensure that respecting privacy is at the heart of all we do.

Sport England is working with EduCare Learning Ltd to applications under the Safeguarding Code in Martial Arts and Synergy Learning to support, host and deliver the associated IT infrastructure and website. Both parties work as data processors on behalf of Sport England who are the data controller.

Why we need to collect your personal data

Our primary purpose for collecting personal data is to assess applicant submissions against the requirements of the Safeguarding Code in Martial Arts.

Synergy Learning will host the public facing website and store applicant data on their own secure database. Synergy Learning will set up automated notifications and communications to those who have attained or are working towards the Code. These will include:

  • A welcome email upon registration for all applicants
  • An annual ‘health check’ request for those who have demonstrated that they have met the Code’s standards
  • A three-yearly review for those who have demonstrated that they have met the Code’s standards

EduCare will access the database as part of the application process to:

  • Review registered applicant’s submissions
  • To prompt incomplete or unsuccessful submissions
  • To randomly externally verify submissions to confirm that standards have been met
  • Anonymously report to Sport England only
  • Where applicants have given consent, additional contact may be made for the specific purpose of building case studies
  • Process your application
  • Maintain your place in a public facing database upon completion

Sport England will receive anonymised reports from Educare.

The lawful basis for collecting your personal data under Article 6 of the GDPR is consent. You can withdraw this consent at any time by contacting

Use of Website Cookies

This website uses cookies to improve your experience when visiting the website. Cookies are small files saved to your device that track, save and store information about your interactions with and usage of the website. This allows the website, through its server to provide you with a tailored experience within this website.

If you don’t want cookies to be stored on your device, you should make the necessary changes to your device or the relevant browsers or apps.

We use the following cookies:

  • Essential cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, and to use online forms.
  • Analytical cookies. This website uses Google Analytics tracking software to better understand how you use it. This software will save a cookie to your device in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information. You can read Google's privacy policy here for further information.
  • Marketing cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences. These cookies also record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website, the advertising displayed on it and communications sent more relevant to your interests.

When using this site, cookies that make advertising and communications more relevant to you and your interests, and further help us to improve the site will be used.

Other cookies may be stored on your device by external vendors when this website uses adverts. These cookies are used for conversion and referral tracking and typically expire after 30 days, though some may take longer.

What personal data we will collect and how we will use it

We will collect the following personal data about you:

  • First name, last name
  • Email address
  • Telephone number
  • City/town
  • Postcode
  • Registered business address or primary activity venue
  • Affiliated NGB (where relevant)
  • If you are an individual instructor, without a DBS, we will ask you to state whether or not you have a criminal record. We will not ask you to provide details of criminal convictions or offences.
  • Other personal data that you voluntarily provide during the assessment process

We will only use your personal data for the purposes listed above.

We will not make automated decisions based on the data we collect.

We will carry out limited, anonymised analysis of the data, for example to produce statistics about the number of people who have been assessed against the code by Martial Art or by location.

Who we will share it with

Synergy Learning

Your data will be processed via the website hosted by Synergy Learning, but no members of Synergy Learning's staff will have access to your personal data.


Your data will be made available to the EduCare project team responsible for assessing applications.

Sport England

Your personal data will be made available to relevant Sport England colleagues for the following purposes:

  • Case study construction and promotion (with consent only)
  • Anonymous overall reporting on the success of the project

Third parties

Your personal data may be shared with the relevant NGB or Local Safeguarding Board if your application indicates that you have a criminal conviction and you consent to us sharing your data with them.

Your personal data may also be shared with the Martial Arts Safeguarding Group, who are a partner to the scheme, if you declare that you or your workforce do not hold a coaching qualification from the list of recognised NGB coaching qualifications.

Personal data will not be shared with any other third parties, unless we are required by law to disclose it.

Your data will be held in the UK (London AWS). It will be held securely, and we will not make it available more widely than is necessary.

International Transfers

Your data will be held in the UK. We will not transfer your data to any third country outside the EEA.

How long we will keep your data

We will keep your data for as long as you are active in the scheme and wish to be advertised to parents, carers and educational establishments.

If you miss your annual health check your data will be deleted after 2 months.

If you miss your 3-year renewal your data will be deleted after 2 months.

If you are unsuccessful in your application or inactive after registration your data will be deleted after 6 months.

Your rights

Under the GDPR you are entitled to:

  • Access your personal data by making a subject access request
  • Ask us to rectify any mistakes in your personal data and, in some circumstances, to have it erased.
  • Withdraw your consent to us using your personal data at any time

If you would like to exercise any of these rights, please use the email address, to make contact with us.

How to contact us

If you have any queries about our handling of your personal data, or would like to make a complaint please contact EduCare in the first instance and reference the Safeguarding Code in Martial Arts:

You are also welcome to contact Sport England’s Data Protection Officer if you have any general queries about the personal data being collected:

Last modified: Thursday, 26 November 2020, 9:59 AM